Problem: This 350 attorney, AmLaw 200 firm based in Ohio had decided to outsource their in-sourced back-office operations and multi-function devices (MFDs) on a firm-wide basis five years prior. The contract was expiring and the firm was now considering outsourcing the on-site centralized Records and Information Management functions. As a result, the firm was interested in what other outsourcing companies’ capabilities were in the records space, how they may improve current services to the firm, and whether they had a competitive contract.

Additionally, the firm had over 36 contracts/amendments/product schedules for the MFD fleet throughout their seven offices with varying expirations dates as well as several devices that were tied to various mainte- nance “pools” and sought to consolidate; as well as streamline operations, and capture savings.

Solution: Mattern & Associates was hired by the firm to complete an on-site assessment for both the current equipment and outsourced services along with the in-sourced records operation. Mattern provided current cost and workflow benchmarks for both the internally managed records operation and an outsourced operation. Mattern created a Request for Proposal for both services, with a clear understanding that the firm may not outsource the records operation and underlined enhanced flexibility options for equipment to be broken out and contracted separately if necessary.

Result: The firm elected to outsource their records operation and the already outsourced back-office operations to a new vendor, while choosing to renew an MFD contract with the existing vendor. The results included:

Why Firms Choose Us

“Mattern’s benchmarking and analysis of our outsourcing contract was invaluable. Mattern’s work armed us with the necessary market information to be able to drive a much more competitive renewal and feel comfortable that the negotiations with our current vendor led to a good competitive outcome without needing to take this out to a full competitive bid process.”

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About Mattern & Associates

Mattern & Associates is the leader in legal business process consulting and cost recovery solutions. We provide law firms with unbiased strategies for measurably improving the efficiency and cost effectiveness of in-house and outsourced back and middle office services.